AUDIOVISUAL GUIDELINES FOR PREPARING AND DELIVERING AN ORAL PRESENTATION

Before Getting Started, we recommend using the latest version of Google Chrome, Firefox or Safari. Internet Explorer 9 or higher is supported with compatibility mode turned off (tools > compatibility view setting > UNCLICK display all websites in compatibility view).

1. KEY POINTS FOR ALL PRESENTERS

The Speaker Ready Room will be networked with the session rooms, which means your presentation will be automatically distributed to your session room once it is uploaded in the Speaker Ready Room.

Presentations will not be accepted directly in the session rooms for uploading.

All presenters must check into the Speaker Ready Room (N-109-110) at least 3 hours prior to their session time in order to verify their presentation or to upload a revised version to the computer network.

ATTENTION: If your presentation is scheduled in the morning symposia, you must upload your presentation the previous day. (see section 2 below)

All presentations should be prepared for PowerPoint 2013/2016 on Windows-based PCs in the following format:

Plenary Sessions

4:3 format

State-of-the-Art (SOTA)

16:9 format – widescreen

Morning Symposia (EMS)

16:9 format – widescreen

Oral Abstract Sessions

16:9 format – widescreen

Mini-Oral Abstract Sessions

16:9 format – widescreen

Campfire Sessions

16:9 format – widescreen

Post-Graduate Course (PGC)

16:9 format – widescreen

Pre-Congress Workshop (PCW)

16:9 format – widescreen

Use of individual laptop computers is not permitted. Please note that the “Presenter View” is not available. If you need your notes, please bring them on paper.

PowerPoint for MAC files should be tested on a PC before attending the event.

Keynote for MAC will not be accepted, it must be exported to PowerPoint.

VIDEOS: Your videos must be embedded in the presentation (only possible on PowerPoint 2016). If you have videos that you would like to include that are not embedded, please come to the speaker ready room and our staff will be able to assist you with any video type.

Please proceed to your meeting room 10-15 minutes before session start time in order to introduce yourself to the session chair(s) and to familiarize yourself with the set-up.

We are on a tight schedule. Please make sure to adhere to your allotted speaking time!

5. PREPARING YOUR PRESENTATION

Fonts: We only support fonts that are included with Windows 7/10. If you need a specialized font, it should be embedded into your PowerPoint presentation. For instructions on this process, please click on the following link: http://support.microsoft.com/kb/826832/en-us

6. CONSIDERATIONS FOR MAC USERS

Pictures: If you use a version of PowerPoint prior to 2008, please be sure any embedded pictures are not TIFF format. These images will not show up in Windows PowerPoint. With PowerPoint 2008 for the Mac, this is no longer an issue, and any inserted image will be compatible. To avoid issues we recommend inserting your images via the insert command not copy and pasting directly into the slide.

Movies: Quicktime Pro 7 can natively export MOV, DV, QT, or MP4 files as Cinepack codec AVI files. While the resulting file is Windows compatible, there are add on products to Quicktime that will give a better results.

If you cannot convert the files or have a considerable number of files, please check with a technician in the Speaker Ready Room who can make arrangements to convert the videos, or at the Society’s discretion, confirm you will be allowed to present from your own laptop.

Keynote Users: Keynote will not be accepted since it cannot be played back on PC. Please export your presentation as a PowerPoint.

2. BETWEEN JUNE 11-26, 2018: UPLOAD YOUR PRESENTATION!

We request that all speakers submit their presentation in advance to the TTS 2018 Management System.

Pre-upload will be available between June 11 to June 26, 2018. To upload your presentation, please follow the instructions below:

Step 1: Log into the account (link will be emailed to you on June 11)

Step 2: Click on the “My Lectures” Icon. You will see a list of all your presentations.

Step 3: Click on the “Upload PPT” button of the presentation you would like to upload.

Step 4: Click on the “Upload New Files” and “Add Files”. The maximum file size is 250 MB. Accepted file formats are .ppt, .pptx. Click “Upload” once you have completed adding all your files. You will see a progress bar on each file upload. Once the upload is complete, click on the “Close” button.

3. BEFORE YOU DEPART

Backup

Please bring a copy of your presentation along with you when you depart for your meeting. Copy your PowerPoint and all movies to a folder on a USB flash drive. PowerPoint 2013/2016 will embed movies by default, however you should still bring the videos just in case. All prior versions of PowerPoint will not embed the movies. They must all be placed in the same folder as your PowerPoint. It is a good practice to keep a second copy of your presentation and your movies in your luggage.

4. AT THE CONGRESS

The Speaker Ready Room is located on the 1st floor of the North Convention Hall of IFEMA in room N-109-110.

Presenters MUST review their presentation in the Speaker Ready Room at least 3 hours prior to their scheduled Session. The Speaker Ready Room will be staffed with a technician that can assist with most compatibility or formatting issues.

Speaker Ready Room – N-109/110 / Operation Hours

June 30, 2018

08:00 to 17:00

July 1, 2018

08:00 to 18:00

July 2, 2018

08:00 to 16:30

July 3, 2018

08:00 to 16:30

July 4, 2018

08:00 to 17:00

July 5, 2018

08:00 to 10:00

In the Session Room:

Please arrive at your session meeting room at least 10-15 minutes before the start of your session. Take time to familiarize yourself with the setup at the lectern, to meet the session chairs, and ask questions (if any) to the volunteer staff. Please use the mouse to point at information on your slides. This will ensure that viewers of your recorded presentation can easily follow your presentation. Laser pointers will not be available. By following the guidelines above, your presentation will go smoothly. Should you have any questions not addressed in this document, please feel free to email at This email address is being protected from spambots. You need JavaScript enabled to view it..

All changes to your presentation(s) will need to be done in advance at the speaker ready room. The meeting room computers will only allow the display of your presentation without the possibility of making any edits. Therefore, no laptop or USB device from presenters will be accepted in the meeting rooms.

5. PREPARING YOUR PRESENTATION

Fonts: We only support fonts that are included with Windows 7/10. If you need a specialized font, it should be embedded into your PowerPoint presentation. For instructions on this process, please click on the following link: http://support.microsoft.com/kb/826832/en-us

6. CONSIDERATIONS FOR MAC USERS

Pictures: If you use a version of PowerPoint prior to 2008, please be sure any embedded pictures are not TIFF format. These images will not show up in Windows PowerPoint. With PowerPoint 2008 for the Mac, this is no longer an issue, and any inserted image will be compatible. To avoid issues we recommend inserting your images via the insert command not copy and pasting directly into the slide.

Movies: Quicktime Pro 7 can natively export MOV, DV, QT, or MP4 files as Cinepack codec AVI files. While the resulting file is Windows compatible, there are add on products to Quicktime that will give a better results.

If you cannot convert the files or have a considerable number of files, please check with a technician in the Speaker Ready Room who can make arrangements to convert the videos, or at the Society’s discretion, confirm you will be allowed to present from your own laptop.

Keynote Users: Keynote will not be accepted since it cannot be played back on PC. Please export your presentation as a PowerPoint.